Special Accounts
The Special Accounts screen allows you to view and define Special General Ledger accounts in the system. These accounts are usually control accounts and therefore ones to which general journal entries would not normally be made. The General Ledger accounts are attached to a special keyword in the table to make identification easier. Definitions can be created at the Company, Division, or Location level.
You can access the Special Accounts screen by navigating to Configuration > General Ledger > G/L Accounts >Special Accounts.
Topics in this section are:
Company Level Keywords
The Special Account Keywords defined at the Company level are:
| Keyword | Description |
|---|---|
| RET | The retained earnings special account, which applies to all divisions in the company. The G/L account associated to this keyword should be a Balance Sheet account (1) and an Asset (A) or Liability (L) account (as specified on the Account Profile screen in IntelliDealer). |
| BANK1/ BANK2/ BANK3 | The bank accounts from which Accounts Payable checks are issued and which can apply to any division in the company. The G/L accounts associated to these keywords should be Balance Sheet accounts (1) and an Asset (A) or Liability (L) account (as specified on the Account Profile screen). |
Division Level Keywords
The Special Account Keywords defined at the Division level are:
| Keyword | Description |
|---|---|
| CLEARING | The system clearing account which is used, for example, for month end procedures and which applies to all locations within the division. The G/L account associated to this keyword should be a Balance Sheet account (1) and a Liability (L) account (as specified on the Account Profile screen). |
Branch Level Keywords
The Special Account Keywords defined at the Branch level are:
| Keyword | Description |
|---|---|
| A/P |
The general ledger liability account for the selected location, to which Accounts Payable entries are posted. The G/L account associated to this keyword should be a Balance Sheet account (1) and a Liability (L) account (as specified on the Account Profile screen). The Accounts Payable module in IntelliDealer maintains a sub ledger for entries made to this A/P account. |
| A/P DISC | The general ledger revenue account for the selected location, to which Discounts on Accounts Payable invoices are posted. The G/L account associated to this keyword cannot be a Balance Sheet account (1) (as specified on the Account Profile screen. |
| A/R INT | The general ledger revenue account for the selected location, to which Late Charges on overdue Accounts Receivable invoices are posted. For example when late charges are calculated in the A/R Aging or A/R Statement run process. The G/L account associated to this keyword cannot be a Balance Sheet account (1) (as specified on the Account Profile screen). |
| A/R |
The general ledger A/R Asset accounts for the selected location, to which customer charges are posted. Up to thirty (30) general ledger accounts can be defined. These accounts can be used across all locations in the system. The G/L accounts associated to these keywords should be Balance Sheet accounts (1) and an Asset (A) or Liability (L) account (as specified on the Account Profile screen). |
| CASH | The Cash On Hand account or Bank Account to which the offset entries for payments to customers' Account Receivable accounts are posted. The G/L account associated to this keyword should be a Balance Sheet account (1) and an Asset (A) account (as specified on the Account Profile screen. |
Mapping a New Special Account
It is not possible to add new keywords to the table, however you may define new G/L account numbers for a keyword. This is a password protected feature however, so if you want to add new G/L account numbers to the table or change the existing definitions, please contact VitalEdge support.
When you see a padlock icon 
, this means the functionality is locked. You must call support to gain access. Support will stay on the call with you while you use the one-time password to unlock the feature.
Prerequisites: Before you begin to map keywords to accounts, make sure you have each of the appropriate general ledger accounts created in IntelliDealer.
| Field | Description |
|---|---|
| Keyword | Select the key word to map the special account to. |
|
Company Division Location |
Identify the location using the keyword for a special account, depending on the selected keyword. |
| For A/R accounts: | |
| Credit Check |
If selected, and Work Order/Parts Invoicing/Rental Contracts Credit Check Account is set on System Settings - Location, then whenever the selected account is posted to and the credit limit or transaction limit is surpassed, the user is forced to the A/R Agency tab to authorize the transaction. |
| Print A/R Statement | If selected, include the selected account when printing A/R statements. |
| Apply Late Charge |
If selected, include the selected account when calculating late charges. |
| Account Number | The number of the special account. |
When can Accounts be added to Special Accounts?
You can add an account to Special Accounts whenever you want, however there are some checks that need to be performed. It's best to only add accounts to these tables when they have a $0 general ledger balance. Accounts with a balance already on them have special considerations.
Pending A/P Vouchers on the Account
Check if there are any pending A/P vouchers that have a distribution entry posting to the account you wish to set up in Special Accounts as an A/R account. If there are the vouchers pending you can take one of these actions:
-
void the pending vouchers
-
update the vouchers so they are in Adjust Outstanding and/or history before the account is added to Special Accounts
-
add the account in Special Accounts and then edit the vouchers to add a customer to the relevant lines before the vouchers are updated
You must avoid adding the account to Special Accounts as an A/R account right before posting vouchers that were keyed before it was an A/R account.
When the G/L Account Balance is Not Zero
If you are adding an A/R account to the A/R Special Account list, you'll want to start with it in balance between the G/L and A/R subledger. If the account is not a zero balance in the G/L, it is effectively out of balance with the subledger. Use one of the following procedures correct it.
Method A - Reverse the G/L before adding the Account to Special Accounts A/R
-
Back out the total of the G/L balance and offset it to the cash account used in cash receipts.
You can do this using a $0 A/P voucher, an internal customer cash receipt, or through the general journal. The goal is to zero out the G/L side to match it with the A/R subledger for this account which should also be 0. Make sure to post the entry if it's in a batch in Cash Receipts or A/P Vouchers; don't leave it pending.
-
Add the account to the Special Accounts list for A/R.
-
In Cash Receipts, load in each outstanding line for each customer using an adjustment (replace adjustment with “zero dollar voucher”). This should load the balance back to the G/L and to the A/R subledger.
Method B - Add the Account to the Special Accounts A/R system first, then fix the G/L
-
Add the account to the Special Accounts list for A/R.
-
Back out the total of the G/L balance and offset to the cash account used in cash receipts. You can only do this using a general journal under Financial Management > General Ledger > Journals since it's the only way to affect the G/L detail without hitting the A/R subledger. This zeroes out the G/L side to match it with the A/R subledger for this account which should be 0.
-
In Cash Receipts, load in each outstanding line for each customer using an adjustment. This should load the balance back to the G/Land to the A/R subledger.
Screen Description
Use the search field to look up special accounts by keyword.
The table lists all accounts with this data:
| Field | Description |
|---|---|
|
Company Division Location |
Identifies which location is using the keyword. |
| Keyword | The specific account keyword being used. |
Click on a row to open details for that location.
The details module list has these fields:
| Field | Description |
|---|---|
| Account | The number of the special account. |
| For A/R accounts: | |
| Credit Check |
If selected, and Work Order/Parts Invoicing/Rental Contracts Credit Check Account is set on , then whenever the selected account is posted to and the credit limit or transaction limit is surpassed, the user is forced to the A/R Agency tab to authorize the transaction. |
| Print A/R Statement | If selected, include the selected account when printing A/R statements. |
| Apply Late Charge | If selected, include the selected account when calculating late charges. |
Click Create to map a new special account. See Mapping a New Special Account.
Security: Configuration
Revision: 2024.08